Why Opt for Outsourced Document Storage Solutions?
Even though we live in a digital era, we are all aware of the importance of paper documents. If you’ve been a part of the management of a great company, you know how important having things in writing can be. See more about company document storing here.
All these documents must be stored somewhere. A medium business will generate lots of documents during one business day. All of it must go somewhere and be restored if needed. That’s why every serious company has a solution for their used docs.
Some of them decide to outsource the problem. Unlike before, now there are professional companies offering everything when the docs are in question. Storage, scanning, maintenance, and shredding when they are no longer needed.
In this article, we’re sharing a few reasons why outsourcing this problem can be so valuable for your business. Read on if you want to know a little more about this issue!
Save a tremendous amount of space
As we mentioned, just a medium company generate tons of paper during the working week. All of this amount must go somewhere. The company might have an excellent office space, but the clusters of papers must be placed in it if there’s no special room for them.
Those who can manage it, choose to take them into the archive room, which is usually under the building, or in a special room designed for it. However, after some time, there’s no room there either, so the employees start keeping the docs under their desk or on it if they are highly important.
There are two solutions when this type of problem arises. The first one is to move to bigger offices where you’ll create an even bigger archive room, or simply outsource the problem. See this excellent article on document management here: https://www.forbes.com/sites/benkepes/2014/07/23/the-state-of-document-management-and-some-potentially-heretical-thinking/.
Since paying for bigger offices is not always an option, or the team loves the way they work at the moment, then outsourcing is a great option. The company gets freed from the junk, and they always know where to look when they need a particular piece.
Outsourcing the problem means getting a partner in the business
Almost every serious company for keeping the documents will sign a non-disclosure agreement which makes your belongings entirely safe. You get to communicate with their employees on a daily basis and ask for particular docs that you might need.
Why is this crucial? Because when you ask some of your employees to provide the one you need, they might struggle to find it in the ocean of paper that no one is sure if it is supposed to be there.
The employees in these professional companies will have them stacked on shelves made by alphabetical order, by year, or by sector. In all cases, you’ll get the needed material right away and you’ll avoid waiting for hours until the employees uncover what you’re looking for.
You get everything digitalized
With millions of documents in the clusters, it’s hard to get around and find what you need urgently. That’s why most managers decide to scan everything and keep a digitalized copy. What isn’t needed anymore can be shredded, and those items that must be kept in a paper form will stay where they are.
In both cases, the company gets both the physical copy which is often mandatory to have by law and a fast-operative scanned copy that can be used in a matter of seconds. Lots of big businesses are now opting for the digitalization of their products entirely.
Still, if you’ve been in the business for decades, it’s not going to be easy to migrate entirely. Handing over the job to the pros is the best way to do it, though.
If you live in Charlotte, you witness at least one tornado a year. Keeping your clusters of paper in an office that might be torn off by it, is not the best idea of safety. However, the best companies for document storage in Charlotte has to offer will keep your documents in a safe environment.
These buildings are specially made for situations like this. You entrust these companies with every vital information you have, so there’s no chance they are going to misuse your trust and through everything in the wind. Literally.
Another issue that you should be thinking about here is hacking. If you digitalize everything, but you don’t encrypt it, the hackers will easily breach your system and might delete everything you have. That’s why hiring the pros will help you do everything perfectly.
They have a team of people who are skilled and experienced to handle this kind of problem. They know what must be done, and they know how to send the documents to your address so that no hacker has a chance to intrude and look at your files.
It saves money
The more documents you have in your possession, the more people you’ll need to maintain them. You can’t just toss everything in the archive room. You need people to take care of these things. At least do the dust off them once in a while. Not to mention that you’re going to need someone to organize the chaos.
If you ask the existing employees to do it, you’re actually asking them to do something else for which they are not paid for. Let’s say that this is a part of their job, but having them waste time on searching and storing, instead of working what you pay them for, is a waste of money.
The pros will charge way less and will do a much better job. In the long run, you’ll see that you’re saving a ton of money, and everything’s much more conveniently done.
As you can see, outsourcing the document storage issue is the best thing you can do for yourself as a manager, and for the company as well. Find the best one out there, and let them do their job. They are professional in this, so let them help you with your business.